Glossary

Access control

Refers to structure for exerting control over who can view, interact with, edit and report on data within a Workspace. Access control is provided through WizeHive in a variety of ways: member role based access control (which identifies what types of access a member has in a Workspace), privileges, assignments and user-id/ passwords.

Action

The “something” being done when activated by Workflow Trigger, such as emailing an applicant or administrator, automatically sorting an application, or automatically copying an application.

The action that is occurring in the Workspace such as entry added, entry moved, entry deleted, task assigned, email sent, etc.

Administrator

A user type who has full control of Workspace and can access the backend and delete Workspace.

Advanced Cart

The form type used to allow multiple submissions from one user with the added ability to save a draft of an entry and submit later when all required fields are completed and the user is certain of their entry. An Advanced Cart can be configured to accept payment accompanying entries.

Application Form

The form type used to provide the ability to save a draft of an entry and submit later when all required fields are completed and the user is certain of their entry. A log in is required for this type of form.

Assignments

Tab that allows you to “assign” reviewers to different forms or records. Assigning applications or forms for reviewers to review is critical to support private review portals so that judges see only those forms or entries that they have been specifically asked to review.

Entry List

In the sidebar/folder panel, all submitted entries will appear as entries.

Files

Displays files that are uploaded to the Workspace and/or entry that you have selected

Folder

Method of organizing records in a Workspace. A workspace, by default, comes with two special folder types: a Drafts and New Submissions folder. Anything contained within the indicated Drafts folder will automatically have editable Drafts status, and anything contained within the New Submissions folder will be viewed as a completed submission. Any number of folders can be added in addition to help you organize data, such as folders to indicate rounds, stages, categories, age groups, statuses, etc.

Follow-Up Form

For programs where Follow-up Forms are required, Follow-up Forms can be created and their completion tracked via this plugin. Follow-up Forms are a means of gathering additional data for an Application Form after the Application Form has been submitted. This is enabled by accessing the applicant menu using the original user-id/ password that was used to create the application.

Form

Internal, Review, Web or Application Form. A form when built, enables the capture of data in a Workspace. A completed form is stored as an entry.

Full Member

WizeHive member role type. This role type can see records, notes, tasks, comments but cannot delete a Workspace.

Limited User

WizeHive member role type. This role type can only see notes and entries they have been granted access or privilege to

My WizeHive

A top-level summary that lets you quickly view all information contained in all of your Workspaces

Navigation Menu

Displays tabs which are the standard tabs available for every Workspace.

People

Users that you invite to a Workspace in order to share information and data with and to collaborate on that program with. These users can be granted different levels of access and permission depending on how you need them to view applications and interact with your program.

Private Review Portal

Site which is set up to organize information in order to enable judges to review and rate applicants. Judges are able to view applications assigned to them externally of WizeHive without having to enter the workspace.

Privileges

Plug-in allows you to assign permissions to defined users of your Workspace, which control their ability to view submissions in the Workspace. When using submissions you can limit which submissions members will have access to view

Portals

Sites that bring information (data) together in a uniform way for a specific purpose. WizeHive portals are generally utilized to view data and enable judging, reviewing or voting.

Recommendations

A component in WizeHive that allows for an applicant to request information from a third party which will be attached to his/her application. It is most commonly used to collect reference letters or letters of recommendations from a teacher/counselor/professor/employer for a scholarship. The third party would receive a URL where he/she could upload a letter or complete a form and submit without the applicant ever seeing this information.

Reports

A data system tool that allows you to report on what information has been submitted as an entry as well as any information regarding recommendations, Internal Forms, Follow-up Forms, Review Forms, Web Forms, etc. These reports can be sorted, filtered, and exported.

Section

Represents a “part” of a form. Sections are controlled by page breaks, line breaks, and/or headings.

Display of records, tags, and folders. Can also be referred to as the folder panel. The sidebar will exist on any tab in your workspace that houses a form, and will also exist on Recommendations and Assignments, amongst others, so that you can select a particular record name and view the data associated with that record as well as the folder that contains it.

Standard tools that are provided as a part of WizeHive for all projects: dashboard, activity stream, tasks, files, members, data, reports, calendar. In the Knowledgebase, these are sometimes referred to as WizeApps or components.

Tags

Non-hierarchical keywords or terms assigned to a piece of information (such as an entry)

Tasks

Items that need to get done. Tasks related to the Workspace can be assigned to Workspace members to be accomplished.

Template

Standard document that serves as a model or structure for others to follow.

Trigger

The stimulus that initiates a Workflow Action. A trigger could be a new form submission, saving a form, or moving a record into a new folder.

Web Form

A form which can be filled out by Workspace members inside WizeHive or publicly by anybody. Public access does not require logging in with credentials and does not allow for an applicant to save a draft.

Workspace

“Houses” the data that you wish to manage using WizeHive. Workspaces provide the means to manage the capture and update of your data and report on that data. A Workspace is the facility through which you can create a form, Workflow, reports, and perform Actions.

Workflow

WizeHive feature that allows you to automate processes to manage data. Workflows consist of Triggers (such as a new submission or moving a record into another folder) and Actions (such as sorting the application into a particular folder upon submission automatically based on certain criteria, or emailing the applicant based on a folder move to notify him/her of change in status).

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